• After notifying the liaisons, ask Sarah to take the web order system down so that no orders can be placed or modified.
• Open the status table and identify the statuses to use for the current fiscal year Rejected and Cleared Numbers and create them. They will be the next numbers sequentially at the end of the table:
  • Choose Tables using the Down Arrow:
    
  • Scroll down to find the statuses table:
    
  • Double Click on it to open it
    
    For example, The last status ID is 45, so FY18Rejected will by status 46 and FY18Cleared will be Status 47.
  • Click in the first blank line at the end of the table. The StatusID fills in automatically, so you enter into the Status Text field FY18Rejected. Click enter.
  • Click in the first blank line at the end of the table. The StatusID fills in automatically, so you enter into the Status Text field FY18Cleared Click enter.
  • Make a note of which status number changes that need to happen. For example, all status 4 rejected orders will become FY18Rejected, status 46, and all status 8 Cleared orders will become FY18Cleared, status 47.

Change the status of current fiscal year order Rejected and Cleared orders to archival statuses:

• Find the query "Closeout Query."
  
• Right click on it and open it in design view.
• Ensure that it's does not have an Update to line:
  
  Clicking on the Select button in the menu removes the Update line. Clicking on the Update button in the menu adds it back
• Run an update query to change the status of current Rejected orders to the new status for the fiscal year just ending.
  • First find all status 4 orders without doing the update. Fill 4 into the criteria line in the query. Right click on it in the left menu and select open. You should see a bunch of status 8's but nothing else.
  • Go back to design view by right clicking on it in the left menu and selecting design view.
  • Click the update button in the top menu
  • Enter the value you want the 4's to change to into the update line
  • Right click on the query in the side menu and click the run! button in the top menu.
• Run an update query to change the status of the current Cleared in Acquisitions orders to the new status for the fiscal year just ending.
  • Right click on it and open it in design view.
  • Ensure that it's does not have an Update to line:
  • First find all status 8 order without doing the update. Fill 8 into the criteria line in the query. Right click on it in the left menu and select open. You should see a bunch of status 8's but nothing else.
  • Go back to design view by right clicking on it in the left menu and selecting design view.
  • Click the update button in the top menu
  • Enter the value you want the 8's to change to into the update line
    • Right click on the query in the side menu and click the run! button in the top menu.

Adjust the web interface and restore access:

• Ask Sarah to alter the web order system interface so that the accessible previous fiscal year orders are those from the previous two fiscal years.
  • 
• Tell Sarah that the oldest FY will drop off the form, and to add the current FY, providing her with both the StatusID and StatusText. For example:
  • • • Hi Sarah,
        • Please drop of oldest fiscal year's orders off the web order form, and add FY18:
          FY18Cleared orders are StatusID 47
          FY18Rejected orders are StastusID 48
          
          Once that's done, pleae restore access to the system.
• Inform liaisons that the web order system is again available.